Transforming Nonautomated Libraries: Missouri Evergreen Implementation Insights
Migrating Nonautomated Libraries
into Missouri Evergreen
Megan Bishop, Library Director, Reynolds County Library District
Sue Lightfoot-Horine, Library Director, Livingston County Library & Missouri Evergreen Chair
Erica Rohlfs, MLIS, PMP, Senior Implementation Project Manager, Equinox Open Library Initiative
2022 MLA Conference, Springfield, Mo.
Friday, September 30, 2022
Restoring Connections
When COVID hit, Reynold’s County Library management realized
that being non-automated left them with little opportunities to stay
connected with their patrons.
While the libraries were closed and/or limited staffing, patrons did
not have access to an online catalog to browse and place items
on hold.
Megan and the former Director, Pat, recognized the needed to
automate their 5 branches and provide a better way to offer
services to their patrons.
Implementation Considerations
●
Grant Process
●
Missouri Evergreen Onboarding Support
●
Weeding Your Collection
●
Patron and Item Barcodes / Rebarcoding
●
Cataloging Materials
●
Resource Sharing
●
Policy changes -Thinking about the future as an automated
library
●
Library staff expectations during the implementation
●
Stakeholder communication
Grant Process
Cost Considerations
●
Peripheral Devices
○
Circulation Computers
○
Scanners
○
Printers
■
Receipt Printers (and paper)
■
Spine Label Printer
■
Business Printer (ex. Needing color prints of promotional materials - Reynolds’ didn’t even have a color printer)
●
Barcodes and Cataloging Supplies
○
Patron Barcodes
○
Item Barcodes
○
Spine Labels and Label Protectors
●
Resource sharing
○
Totes/packaging
○
Shelving and Physical Spaces
●
Staff hours
○
Additional time needed for training, weeding, rebarcoding, cataloging
Missouri Evergreen Onboarding Support
Onboarding support is crucial for non-automated libraries.
ME offers:
●
Onboarding Team consisting of Migration Coordinator (ME Executive Director);
Migration Partner (Library who migrated from same ILS or neighboring ME library);
Equinox Training Team; and ME Consortium Cataloger.
●
Cataloging Training - Basic and Advanced Cataloging Self Paced Courses
●
Circulation Training
●
Resources - Missouri Evergreen has six (6) email listservs to keep membership
updated about new developments and to collaborate on issues.
●
Resource Sharing is delayed between 2 and 4 weeks to allow new libraries time to
acclimate.
●
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Weeding Your Collection & Databases
Now is a great time to purge old data.
●
Delete lost and missing items
●
Remove long expired patrons in your old ILS
●
The cleaner your database before migrating, the smoother your transition into ME will
be.
●
Have a timeline prepared; be realistic in your estimates
●
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Reason to Weed = Space, Time, Collection Appeal, Relevance, & Reliability
○
Include Reference & non-book materials (i.e. audio cassette tapes, floppies)
○
KEEP genealogical or historical materials pertinent to your library!
○
Rebind, Mend, Replace, Promote materials if not weeded
○
Recycle, sell, donate, or destroy (gasp!) weeded materials
●
Database Cleanup entails removing expired patrons, correcting addresses, merging
patron accounts if needed
Why you may need to potentially
rebarcode patrons and/or items
Item barcode numbers, patron barcode numbers, and patron
usernames within Missouri Evergreen must be unique across all
libraries.
●
This includes both
incumbent
(the migrating library’s data checked against
existing ME data) and
incoming
(checking for duplicates being used at the
incoming library)
●
The barcodes of the incumbent libraries take precedence over the incoming
library barcodes
Missouri Evergreen Barcode Scheme
●
Barcode Type:
○
14 digits using the CODABAR symbology
○
Check digit algorithm: Mod 10
●
Barcode Prefix:
○
Patron Barcodes: '2' + four digit code assigned by ME
○
Item Barcodes: '3' + four digit code assigned by ME
●
Starting number, not counting the prefix and the check digit: '1', left-padded with
zeros
●
The four digit code assigned by ME is the last four digits of the library's phone
number
●
For example, Reynold’s Barcodes:
○
Patron Barcode Prefix is 22471
■
2 + 2471 (where 2471 matches the last 4 of Centerville's phone number)
○
Item Barcode Prefix is 32471
■
3 + 2471 (where 2471 matches the last 4 of Centerville's phone number)
●
Noting possible variations on a case-by-case basis
Estimated Time to Rebarcode
Source: Shannon Midyett, Director, Poplar Bluff Library & Past Chair Missouri Evergreen, data collector for the
Rebarcoding Timeline Estimates
Cataloging Materials
Remote Cataloging
●
Reynolds County Library received remote cataloging
assistance from other ME libraries using a spreadsheet
that listed the book information on it
●
Over 40,000 library items were individually entered into
the Missouri Evergreen database.
What is Resource Sharing
Within Missouri Evergreen, resource sharing can be defined
as the act of allowing patrons to request and check out
materials from any members of the consortium.
●
ME libraries share bibliographic records
●
Staff members with the appropriate permissions have the
ability to view patron and item records held at other libraries
Resource Sharing Expectations
●
What materials ME libraries are expected to share
○
Examples: Audiobooks, Books, DVDs
●
What materials ME libraries
may
choose
not
to share
○
Examples: Hotspots, Laptops, Kits, Genealogy Materials
●
When incoming libraries are expected to begin sharing
●
How materials are to be packaged and shipped
●
Hold policy precedence
●
Circulation policy precedence
●
Understanding the distinction between agreeing to share items
within ME versus maintaining library autonomy
○
Example:Your patrons may be limited to placing 2 DVDs on
hold, while another ME library may allow 10 or even unlimited
Resource Sharing Expectations
cont.
Once you join Missouri Evergreen, expect a significant increase in
the number of outgoing and incoming hold transits.
●
You will initially see more outgoing items, until your patrons begin to
fully utilize the ME hold options (learned through patron education)
●
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Incoming libraries should be prepared for this significant increase
in hold request activity, in terms of staffing, workspace to
accommodate the holds processing, materials needed
●
Don’t forget about the mental preparation for this change
Resource Sharing Statistics
Carrollton Public Library
●
Municipal library migration, August 2012
●
Population less than 4,000
Then:
●
ILL included less than 10 items per month received from KCPL or MCPL
●
Annual ILL circulation was 110+/- with very intensive staff time to complete lending protocols
●
CPL loaned 0, zero, zilch items from their collection!
Now (2021 Materials):
●
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●
ILL had less than 100 items borrowed from MCPL
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●
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What Resource Sharing Entails:
Carrying It Out
●
Prepare Staff for the change of time and resources that will
happen once resource sharing begins
●
Make space for physical items such as shelves, totes, and
bags
●
Bubble wrap for DVDs and Audio Books
Policy Considerations
Library policy as a non-automated versus how those policies may
change once automated
●
Many of Reynolds County Library Policies are in the process of
changing due to the automation process.
●
Our old workflow of checkout cards and patron signatures no
longer works in an automated environment.
●
Going Fines Free? Your patrons may still be held accountable to
the other MEC libraries’ materials.
●
Collection Development or Selection Policy
●
Weeding Policy
Expectations of Library Staff during the
Implementation
●
Assign a staff member to act as the library project manager and primary contact for Equinox during
the implementation
●
Ensure one or more staff members, familiar with your library’s patrons, policies, and items will
participate in the implementation
○
It’s helpful to include your primary cataloger and/or circulation supervisor in the data and policy
mapping discussions
●
Ensure staff can participate in training on your new ILS
○
We generally recommend that all staff attend the Circulation training
■
This may require you to adjust staff schedules and/or close the library for staff development
○
Administration, Cataloging, and Reports are generally attended by staff specific to these
workflows
●
Assign designated staff to carefully review the migrated data during the testing period and 30 day
post-production period
●
Work with your third-party vendors, making them aware of your migration and any patron
authentication / sign-on requirements
Stakeholder Communication
Change is hard. The key is communication!
●
Missouri Evergreen Consortium - a whole lot of new friends
and mentors!
●
Board Members - explain ILS difference & savings
●
Staff - prepare them for changes
●
Patrons - patron education is paramount
Was all of the hard work worth it?
Many of our library patrons never had a library card to carry.
Yes!
Questions?
Thank you for joining us! We would also like to acknowledge
our families and colleagues who helped make it possible for
us to be here together this afternoon.
Contact
Megan Bishop, Library Director,
Reynolds County Library District
reynoldscountylibrary@yahoo.com
Mickey Coalwell, Executive Director, Missouri Evergreen Consortium
director@moevergreenlibraries.org
Sue Lightfoot-Horine, Library Director
, Livingston County Library
director@livingstoncountylibrary.org
Erica Rohlfs,
Senior Project Manager, Equinox Open Library Initiative
erica.rohlfs@equinoxoli.org
Websites
Missouri Evergreen
http://moevergreenlibraries.org
Evergreen Community
https://evergreen-ils.org
Equinox
https://www.equinoxoli.org
Livingston County Library
https://www.livingstoncountylibrary.org
Reynolds County Library District
http://reynoldscountylibrary.missouri.org
Reynolds County Library District and Livingston County Library initiated the automation process with Missouri Evergreen to enhance patron services and connectivity. Grant processes, onboarding support, implementation considerations, and cost factors were crucial aspects considered during this transformative journey. Taking steps towards a more automated future, the libraries navigated challenges and opportunities, emphasizing stakeholder communication and resource sharing for a successful transition.
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Migrating Nonautomated Libraries into Missouri Evergreen Megan Bishop, Library Director, Reynolds County Library District Sue Lightfoot-Horine, Library Director, Livingston County Library & Missouri Evergreen Chair Erica Rohlfs, MLIS, PMP, Senior Implementation Project Manager, Equinox Open Library Initiative 2022 MLA Conference, Springfield, Mo. Friday, September 30, 2022
Restoring Connections When COVID hit, Reynold s County Library management realized that being non-automated left them with little opportunities to stay connected with their patrons. While the libraries were closed and/or limited staffing, patrons did not have access to an online catalog to browse and place items on hold. Megan and the former Director, Pat, recognized the needed to automate their 5 branches and provide a better way to offer services to their patrons.
Implementation Considerations Grant Process Missouri Evergreen Onboarding Support Weeding Your Collection Patron and Item Barcodes / Rebarcoding Cataloging Materials Resource Sharing Policy changes -Thinking about the future as an automated library Library staff expectations during the implementation Stakeholder communication
Grant Process Cost Considerations Peripheral Devices Circulation Computers Scanners Printers Receipt Printers (and paper) Spine Label Printer Business Printer (ex. Needing color prints of promotional materials - Reynolds didn t even have a color printer) Barcodes and Cataloging Supplies Patron Barcodes Item Barcodes Spine Labels and Label Protectors Resource sharing Totes/packaging Shelving and Physical Spaces Staff hours Additional time needed for training, weeding, rebarcoding, cataloging
Missouri Evergreen Onboarding Support Onboarding support is crucial for non-automated libraries. ME offers: Onboarding Team consisting of Migration Coordinator (ME Executive Director); Migration Partner (Library who migrated from same ILS or neighboring ME library); Equinox Training Team; and ME Consortium Cataloger. Cataloging Training - Basic and Advanced Cataloging Self Paced Courses Circulation Training Resources - Missouri Evergreen has six (6) email listservs to keep membership updated about new developments and to collaborate on issues. Resource Sharing is delayed between 2 and 4 weeks to allow new libraries time to acclimate. As a consortium governed and supported by members, we encourage member libraries to participate fully on governance committees, at conferences and meetings, and on our email discussion listservs from day one!
Weeding Your Collection & Databases Now is a great time to purge old data. Delete lost and missing items Remove long expired patrons in your old ILS The cleaner your database before migrating, the smoother your transition into ME will be. Have a timeline prepared; be realistic in your estimates Weeding Policy? C.R.E.W. Method = Continuous/Review/Evaluation/Weeding Using MUSTIE Guidelines = Misleading Ugly Superseded Trival Irrelevant Elsewhere Reason to Weed = Space, Time, Collection Appeal, Relevance, & Reliability Include Reference & non-book materials (i.e. audio cassette tapes, floppies) KEEP genealogical or historical materials pertinent to your library! Rebind, Mend, Replace, Promote materials if not weeded Recycle, sell, donate, or destroy (gasp!) weeded materials Database Cleanup entails removing expired patrons, correcting addresses, merging patron accounts if needed
Why you may need to potentially rebarcode patrons and/or items Item barcode numbers, patron barcode numbers, and patron usernames within Missouri Evergreen must be unique across all libraries. This includes both incumbent (the migrating library s data checked against existing ME data) and incoming (checking for duplicates being used at the incoming library) The barcodes of the incumbent libraries take precedence over the incoming library barcodes
Missouri Evergreen Barcode Scheme Barcode Type: 14 digits using the CODABAR symbology Check digit algorithm: Mod 10 Barcode Prefix: Patron Barcodes: '2' + four digit code assigned by ME Item Barcodes: '3' + four digit code assigned by ME Starting number, not counting the prefix and the check digit: '1', left-padded with zeros The four digit code assigned by ME is the last four digits of the library's phone number For example, Reynold s Barcodes: Patron Barcode Prefix is 22471 2 + 2471 (where 2471 matches the last 4 of Centerville's phone number) Item Barcode Prefix is 32471 3 + 2471 (where 2471 matches the last 4 of Centerville's phone number)
Estimated Time to Rebarcode Source: Shannon Midyett, Director, Poplar Bluff Library & Past Chair Missouri Evergreen, data collector for the Rebarcoding Timeline Estimates
Cataloging Materials Remote Cataloging Reynolds County Library received remote cataloging assistance from other ME libraries using a spreadsheet that listed the book information on it Over 40,000 library items were individually entered into the Missouri Evergreen database.
What is Resource Sharing Within Missouri Evergreen, resource sharing can be defined as the act of allowing patrons to request and check out materials from any members of the consortium. ME libraries share bibliographic records Staff members with the appropriate permissions have the ability to view patron and item records held at other libraries
Resource Sharing Expectations What materials ME libraries are expected to share Examples: Audiobooks, Books, DVDs What materials ME libraries may choose not to share Examples: Hotspots, Laptops, Kits, Genealogy Materials When incoming libraries are expected to begin sharing How materials are to be packaged and shipped Hold policy precedence Circulation policy precedence Understanding the distinction between agreeing to share items within ME versus maintaining library autonomy Example:Your patrons may be limited to placing 2 DVDs on hold, while another ME library may allow 10 or even unlimited
Resource Sharing Expectations cont. Once you join Missouri Evergreen, expect a significant increase in the number of outgoing and incoming hold transits. You will initially see more outgoing items, until your patrons begin to fully utilize the ME hold options (learned through patron education) New libraries experience what the greater Evergreen community describes as the Evergreen effect - where joining into an Evergreen system results in this increase Incoming libraries should be prepared for this significant increase in hold request activity, in terms of staffing, workspace to accommodate the holds processing, materials needed Don t forget about the mental preparation for this change
Resource Sharing Statistics Carrollton Public Library Municipal library migration, August 2012 Population less than 4,000 Then: Now (2021 Materials): ME Consortium Libraries materials Borrowed from CPL Total: 2583 CPL materials Loaned to ME Libraries Total: 2581 ILL included less than 10 items per month received from KCPL or MCPL Annual ILL circulation was 110+/- with very intensive staff time to complete lending protocols CPL loaned 0, zero, zilch items from their collection! Reynolds County Library Regional Library system with 5 libraries, spread over 100 miles Then: Now: ILL had less than 100 items borrowed from MCPL ME Consortium Libraries materials Borrowed from RCLD Total: 2935 RCLD materials Loaned to ME Libraries Total: 952
What Resource Sharing Entails: Carrying It Out Prepare Staff for the change of time and resources that will happen once resource sharing begins Make space for physical items such as shelves, totes, and bags Bubble wrap for DVDs and Audio Books
Policy Considerations Library policy as a non-automated versus how those policies may change once automated Many of Reynolds County Library Policies are in the process of changing due to the automation process. Our old workflow of checkout cards and patron signatures no longer works in an automated environment. Going Fines Free? Your patrons may still be held accountable to the other MEC libraries materials. Collection Development or Selection Policy Weeding Policy
Expectations of Library Staff during the Implementation Assign a staff member to act as the library project manager and primary contact for Equinox during the implementation Ensure one or more staff members, familiar with your library s patrons, policies, and items will participate in the implementation It s helpful to include your primary cataloger and/or circulation supervisor in the data and policy mapping discussions Ensure staff can participate in training on your new ILS We generally recommend that all staff attend the Circulation training This may require you to adjust staff schedules and/or close the library for staff development Administration, Cataloging, and Reports are generally attended by staff specific to these workflows Assign designated staff to carefully review the migrated data during the testing period and 30 day post-production period Work with your third-party vendors, making them aware of your migration and any patron authentication / sign-on requirements
Stakeholder Communication Change is hard. The key is communication! Missouri Evergreen Consortium - a whole lot of new friends and mentors! Board Members - explain ILS difference & savings Staff - prepare them for changes Patrons - patron education is paramount
Was all of the hard work worth it? Yes! Many of our library patrons never had a library card to carry.
Questions? Thank you for joining us! We would also like to acknowledge our families and colleagues who helped make it possible for us to be here together this afternoon.
Contact Megan Bishop, Library Director, Reynolds County Library District reynoldscountylibrary@yahoo.com Mickey Coalwell, Executive Director, Missouri Evergreen Consortium director@moevergreenlibraries.org Sue Lightfoot-Horine, Library Director, Livingston County Library director@livingstoncountylibrary.org Erica Rohlfs, Senior Project Manager, Equinox Open Library Initiative erica.rohlfs@equinoxoli.org
Websites Missouri Evergreen http://moevergreenlibraries.org Evergreen Community https://evergreen-ils.org Equinox https://www.equinoxoli.org Livingston County Library https://www.livingstoncountylibrary.org Reynolds County Library District http://reynoldscountylibrary.missouri.org
